Graduation drinks shopping list
Planning graduation drinks is mostly about buying the right quantities and having the serving equipment ready before guests arrive. Plan drinks for the first hour separately from the rest of the reception, and include water, coffee and options for guests who do not drink alcohol. You will also need enough glasses, plates and serving utensils, plus coolers and ice to keep everything cold. Use this list alongside your guest numbers and dietary information.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Beer tablesqty 6
- Chairsqty 40
- Buffet tablesqty 2
- Coat racksqty 2
Tableware
- Highball glassesqty 60
- Wine glassesqty 60
- Coffee cupsqty 50
- Platesqty 80
- Cutlery setsqty 60
- Serving plattersqty 10
- Serving tongsqty 6
- Carafesqty 6
Equipment
- Bluetooth speaker
- Microphone
- Extension cordsqty 3
- Power stripsqty 3
- Coolersqty 3
- Ice cube traysqty 4
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Cutting boardsqty 3
- Chef's knivesqty 3
- Measuring cupsqty 2
- Ice packsqty 12
Decorations
- Balloonsqty 50
- Balloon pump
- Buntingqty 6
- Tableclothsqty 8
- Name badgesqty 60
- Adhesive stripsqty 2
Lighting
- String lightsqty 4
Cleaning
- Waste binsqty 4
- Broom and dustpan
- Mop and bucket
- Cleaning glovesqty 4
Catering
- Groceries
- Pilsner - 72 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Prosecco - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 4 bottles
- Ginger beer - 3 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 10 pieces
- Ice cubes - 10 kilograms
- Baguettes - 8 pieces
- Mini wraps - 40 pieces
- Cream cheese - 6 tubs
- Hummus - 6 tubs
- Brie - 1,5 kilogram
- Young cheese - 1,5 kilogram
- Deli meats - 1.5 kilograms
- Smoked salmon - 500 grams
- Cucumbers - 6 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Grapes - 2 kilogram
- Apples - 30 pieces
- Olives - 4 jars
- Pickles - 2 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Nut mix - 4 bags
- Salsa - 4 jars
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 1 jar
- Butter - 500 grams
- Herb cream cheese - 4 tubs
- Mini brownies - 60 pieces
- Mini muffins - 60 pieces
- Paper napkins - 200 pieces
- Cocktail sticks - 2 boxes
- Garbage bags - 30 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
Tips
- Plan two to three drinks per guest for the first hour, then about one drink per person per additional hour. Add water and non-alcoholic choices rather than counting only beer and wine.
- Allow one wine glass or highball glass per guest, plus roughly 10% extra for breakage, misplaced glasses and guests switching between drinks. Keep coffee cups separate for the final part of the reception.
- Prepare about three to five snack portions per guest if drinks last up to two hours. Set vegetarian, vegan and allergy-friendly items aside before placing the rest on the buffet.
- Chill drinks at least four hours before serving. Use coolers with ice for bottles and cans, and keep a separate supply of ice for serving so it does not run out during the first hour.
- Buy or borrow tables, chairs and coat racks before the final guest count is fixed. Order disposable or reusable tableware at least one week ahead, and check that the microphone, speaker and extension cords work before setup day.
Frequently asked questions
- How many drinks do I need for graduation drinks?
- Plan two to three drinks per guest for the first hour, followed by one drink per person for each additional hour. Add water and non-alcoholic drinks for the full duration, and increase the amount if the reception runs longer than three hours.
- How many glasses do I need for a graduation reception?
- Allow one glass per guest for each drink style being served, plus 10% extra. For 40 guests serving wine and beer, for example, prepare at least 44 wine glasses and 44 highball glasses, unless glasses will be washed during the event.
- How much food should I buy for graduation drinks?
- Buy three to five snack portions per guest for a reception lasting up to two hours. For 40 guests, that means approximately 120 to 200 portions, with dietary options counted separately rather than left as an afterthought.
- When should I buy supplies for graduation drinks?
- Buy tableware, serving platters, decorations and equipment at least one week before the event. Buy fresh produce one day before, and chill drinks at least four hours before guests arrive.
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